Khidmat · Privacy Policy · Draft for a lawyer’s review
Privacy Policy
How Khidmat collects, uses, shares and keeps information about families, welfare groups, donors and visitors.
Written in plain words on purpose. Clear terms protect better than confusing ones: courts read unclear clauses against the party that wrote them, unfair one-sided terms get struck out, and data-protection law requires notices people can understand. Items in bold brackets are the answers still needed from the owner.
Who we are
- Khidmat (خدمت) is a shared register that local welfare groups use to record the families they support. It is run by [Organisation name] and is built and hosted by Icon Pro Solutions, which works for us as a service provider and may only use the data to keep the service running.
- If you have a question about your information, write to [Email] or call [Phone].
Who this policy covers
- Families who are on the register, or whose details a welfare group has entered.
- People who work for a welfare group and sign in to Khidmat.
- Welfare groups that apply to join.
- Visitors to this website, including donors who fill in a form.
What we collect about families
- The head of the household and household members: names, relationships, dates of birth and CNIC numbers.
- How to reach you: phone numbers, area, street and address, and the location recorded during the survey visit.
- A photo of the head of the household and a photo of the house, taken at the survey visit.
- The family profile that the application prepares from these details (a PDF with both photos) and the printed family card, whose QR code holds the reference number only.
- What the survey asked: household income and costs used to assess need, and the survey teams’ notes and decisions, for example “check on the next visit”.
- Support given: the kind of help (rations, school fees, medical, financial, other), amounts, dates, and whether a distribution pack was collected.
- Children’s details are recorded as household members, given to us by the head of the household.
What we collect about welfare groups and their people
- For each person who signs in: name, email address, role (Body Lead or Member), survey team, and sign-in details (email and password, or a Google account).
- For a group applying to join: the group’s name and contact details.
What we collect on this website
- What you type into the donor, family or group form, and the time you sent it.
- Basic technical records that every web server keeps, such as your device’s address and the pages you opened. [Confirm: no advertising cookies or trackers are used.]
- Reports in Khidmat show counts and totals only. No report names a family.
How we collect it
- A survey team visits the family and explains in person what will be recorded, who will see it and why, before anything is entered; the details are recorded only if the family agrees, and a second team visits again to confirm them. A family that cannot read is told this aloud, and their spoken agreement is recorded by the team. [The notice the team reads must name the CNIC numbers, the photos, the location, and that other groups see the reference: the app’s current notice does not yet.]
- Welfare groups enter their own records when they give help.
- You give us website form details yourself.
Why we use it
- To know each family once, so that help is not given twice to the same family while another family waits.
- To record who was helped, with what, and when, and to show welfare groups where help is still missing.
- To check that a family is real and that a welfare group is genuine before either is accepted.
- To plan and record distributions, and to contact you about the help or about your request.
- We rely on your agreement, and on our legitimate purpose of organising welfare fairly. [Confirm the legal basis for [Pakistan].]
Who can see what
- The welfare group that added a family sees that family’s full record, including the photos, and only its own people may prepare or keep the family profile and the printed card.
- Other welfare groups on the register see only the family’s reference number, area, the group that supports them, and the kind of help and when. They never see names, addresses, phone numbers, CNIC numbers, notes or amounts.
- A duplicate check works only when a complete CNIC number or phone number is entered. The QR code on a family’s card holds the reference number only.
- Icon Pro Solutions staff may see data only to maintain the service, under a duty of confidentiality.
- We do not sell data, and we do not share it with advertisers. We disclose data only when the law requires it.
Where it is kept and how it is protected
- Data is stored with [hosting provider and location], which processes it for us under contract. Every connection is encrypted, passwords are stored in hashed form, and each person sees only what their role allows. [Requirement for the build: a log of who viewed or changed a family’s record.]
- No system is perfectly secure. If a breach affects you, we will tell you and the authorities as the law requires.
How long we keep it
- A family’s record is kept while the family is on the register and for [N] years after the last support, then deleted or made anonymous. [Confirm the period.]
- A welfare group person’s account is kept while the account is active and for [N] months after it is closed.
- Website form entries are kept for [N] months, then deleted.
Your rights
- You can ask to see what we hold about you, to correct it, or to have your family removed from the register. Ask the welfare group that added you, or write to us.
- You can withdraw your agreement at any time. Your group will stop recording new help for you, and your record will be removed or made anonymous as described above.
- If you are not satisfied with our answer, you may complain to the data protection authority in [Pakistan]. [Confirm which authority.]
Changes
If this policy changes, we will publish the new version here with its date, and welfare groups will tell the families they support. This version is dated [Date].
Urdu version to follow once the English is approved, so that the two say the same thing. For families who cannot read, the survey team reads both documents aloud and records the agreement.
